Business Tools · Finance
Payments, recorded against the bills they settle
Payment tracking for Indian businesses: cash, UPI, cheque or bank transfer, set against one invoice or several, advances applied later, and a receipt for each.
What it does
Payments: recording them, splitting them, advances and receipts
Each payment is recorded, confirmed and set against the invoices it settles — or kept as an advance until there is one.
Recording a payment
- Every way you are paid
- Cash, UPI, cheque, bank transfer, credit or debit card, online payment or other — with the cheque number or transaction ID beside it.
- Checked as it is saved
- An amount above zero, a date that is not in the future, and a customer who is active.
- Recorded, then confirmed
- Every payment is saved as a draft, to edit or cancel. Once it is marked paid, it counts against its invoices.
- One list
- Searched and filtered by status, mode, customer and date, with what was collected this month and what is still pending at the top.
Against one bill or several
- The customer’s unpaid bills
- Pick the customer, and their issued, part-paid and overdue invoices are listed, each filled in with what is due.
- Split across invoices
- Tick one or several and set each share. The shares add up to the payment exactly, and none is more than that bill’s balance.
- Part payments
- Pay less than the balance and the invoice is Partially paid, with the rest still due on it.
- On the invoice
- Its amount paid and amount due move with every payment, and it lists each payment with a link to it.
Advances
- Money ahead of the bill
- Tick no invoice and the payment is kept as an advance.
- Applied later
- From the Advances page, spread it over that customer’s unpaid invoices, in as many goes as it takes.
- What is left
- The payment shows how much of it has been applied. With nothing left, it stops being an advance.
- Found in the list
- Filter the payments list to advances only.
Receipts and corrections
- Numbered receipts
- Every payment is numbered for you, PAY-00001 onwards, in one running series across your branches.
- On your letterhead
- Your logo, name and address, the mode and reference, the invoices it settled, and the amount in words in lakh and crore. Print it or save it as PDF.
- Shared once paid
- By a link the customer opens without signing in, which you switch off or set to expire — and by email or WhatsApp with those add-ons. EmailWhatsApp
- Reversed, with a reason
- Every invoice the payment touched gets its balance back, and the payment keeps who reversed it and when. Reversing is a permission of its own.
- Kept on record
- Payments recorded, marked paid, cancelled, applied, reversed and shared are kept in the activity log.
- Applied now
- Applied later
Advances
One payment, three bills
A payment against bills is split across them exactly. Money that comes before its bill is kept as an advance and applied in as many goes as it takes.
Paid ahead
A customer pays one sum before all their bills are written. Recorded against no invoice, it is kept as an advance, and counts once it is marked paid.
Two bills now
From the Advances page, part of it is applied to two of that customer’s unpaid invoices. No share is more than a bill’s balance, and each bill’s amount due falls.
The rest waits
The payment shows how much of it has been applied. What is left stays an advance, listed with the others.
A later bill
When the next invoice is issued, the rest is applied to it. With nothing left, the payment stops being an advance.
Hand-offs
Payments with invoices, customers and orders
What passes between Payments and the parts around it, and where to read about each.
Invoices →
Payments are set against issued, part-paid and overdue invoices, and each invoice lists the payments made on it.
Customers →
Every payment is from a saved customer, whose page lists their invoices with the balance due on each, and their payments.
Orders →
An order’s payments are recorded against its invoice once that is issued, and the order page shows what is paid and what is due.
Finance works with your customers and your catalogue: every invoice is for a customer you keep in Customers, and every line is an item from your catalogue.
A payment taken at your website’s checkout is recorded here against its invoice — how your website reads your records.
What it costs
The price of Payments
Payments comes in the Finance set with Quotations and Invoices, priced per person per month.
Finance
₹99.00₹89.10a person, a month
₹267.30 a person for the 3 months, paid at the start.
Paid every three months, the shortest term the set is sold on. Prices exclude GST.
- No count of payments
- Record as many payments, advances and receipts as the business needs.
- Priced on your seats
- Each seat is one person who can sign in, and the set is priced on every seat.
- Longer terms cost less a month
- Every term is priced on the pricing page.
Before you start
Questions about payments
What a business asks before it records its payments here — including where the answer is no.
Not from the invoice: it carries no payment link or UPI QR code. Put your bank or UPI details in its payment note, and record the money here when it arrives. On a website connected to KaryalayOne, a customer can pay at checkout, and that payment is recorded here against its invoice, with a receipt link.
No. Payments settles the invoices Finance writes, and every invoice is for a saved customer, with every line an item from your catalogue. Customers come with the Sales set and the catalogue with the Operations set.
No. There is no refund record and no money recorded as going back out. A paid payment can be reversed with a reason: every invoice it touched gets its balance back, and the payment keeps who reversed it and when.
Invoice by invoice. Each invoice keeps its amount paid and amount due, a customer’s page lists their invoices with the balance due on each, and the payments list shows the total still pending. There is no statement of account with a running balance, no ageing report, and nothing matches payments to your bank statement.
No. Nothing is sent to a customer about what they owe. An invoice past its due date is marked Overdue, and you follow it up yourself.
No. A payment records the amount received, its mode and reference. Tax deducted at source is not recorded or tracked.
See your own payments in it
Bring a customer who pays in parts to the demo, and we will record their payments, apply an advance and print the receipt.